SOLICITATION NOTICE
V -- (S)(660) Transplant Patient Lodging BPA
- Notice Date
- 12/6/2019 3:07:07 PM
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- 259-NETWORK CONTRACT OFFICE 19 (36C259) GLENDALE CO 80246 USA
- ZIP Code
- 80246
- Solicitation Number
- 36C25920Q0097
- Response Due
- 12/20/2019 8:59:59 PM
- Archive Date
- 02/18/2020
- Point of Contact
- Tamanica Danford-Leaftamanica.danford-leaf@va.gov
- E-Mail Address
-
tamanica.danford-leaf@va.gov
(tamanica.danford-leaf@va.gov)
- Small Business Set-Aside
- SBA Total Small Business Set-Aside (FAR 19.5)
- Awardee
- null
- Description
- Request for Quote (RFQ) #: 36C25920Q0097Patient Lodging (Hotel) ManagementThis is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. * The deadline for all questions is 4:00pm MST, 12/17/19All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.** Quotes are to be provided to Tamanica.danford-leaf@va.gov no later than 11:59 pm MST, 12/20/19.Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.This is a Request for Quote (RFQ) and the solicitation number is RFQ # 36C2590Q0097. The government anticipates awarding a firm-fixed price single award Blanket Purchase Agreement (BPA) resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-05 effective August 13, 2019.The North American Industrial Classification System (NAICS) code for this procurement is 721110 with a small business size standard of $32.5M. This solicitation is a 100% set-aside for Small Business (SB).List of Line Items;ITEM #DESCRIPTION OF SUPPLIES/SERVICES0001Off-Site Lodging /Including Shuttle ServicePeriod of Performance 3/1/2020 thru 2/28/2021**Note: provide daily room rate per hotel offeredDaily Rate**Note: formula for annual room requirement#of rooms X days of the week X week in the year= Annual Total 0002Off-Site Lodging /Including Shuttle ServicePeriod of Performance 3/1/2021 thru 2/28/2022**Note: provide daily room rate per hotel offeredDaily RateAnnual Total0003Off-Site Lodging /Including Shuttle ServicePeriod of Performance 3/1/2022 thru 2/28/2023**Note: provide daily room rate per hotel offeredDaily RateAnnual Total0004Off-Site Lodging /Including Shuttle ServicePeriod of Performance 3/1/2023 thru 2/29/2024**Note: provide daily room rate per hotel offeredDaily RateAnnual Total0005Off-Site Lodging /Including Shuttle ServicePeriod of Performance 3/1/2024 thru 2/28/2025**Note: provide daily room rate per hotel offeredDaily RateAnnual TotalTotal 5-year Description of Requirements for the items to be acquired (salient characteristics);The VA Medical Center in Salt Lake City, UT is in need of a contractor to provide a hotel located near the hospital. The contractor will manage any issues between the Medical Center and the hotel, the invoicing and payments, and all other issues that may arise.Statement of WorkVA Medical CenterVeteran Transplant Lodging ProgramThe Salt Lake City Veterans Administration Healthcare System (SLCVAHCS) intends to award a Fixed Priced, Single Award Blanket Purchase Agreement (BPA) for Veteran Transplant Lodging Services for a period of performance of five (5) years. The contractor shall provide room accommodations to veteran beneficiaries under the following terms and conditions:Background: The VA Medical Center located at 500 Foothill Blvd, Salt Lake City, UT 84148 has a need for off-site lodging. Rooms are required for authorized Veterans for on-site appointments and will be costed to SLCVAHCS. This service is provided to Veterans who traveled long-distance for their transplant healthcare needs.Contractor Requirements/Responsibilities:Contractor shall provide hotel/lodging facilities to accommodate the number of rooms required in paragraph 3.Contractor shall provide hotel/lodging facilities with a minimum of 3 diamond/3-star rating from independent originations such as AAA and/or Trip Advisor.Shall be responsible for providing invoices at the first of every month.Advanced payments not allowed, invoices paid in arrearsShall be the single point of contact for issues/complaints for the hotel and the Medical Center.Shall monitor hotels for compliance with all safety and health regulations, state and federal.Shall provide a point of contact (POC) for contract management.Hotel Requirements:A minimum of Thirty (30) rooms per day are required to be reserved for VA veterans who are associated with the transplant program. Hotel shall be within 15 miles of the Medical Center.Hotel shall be an extended stay accommodation. Transplant patients are accompanied by a support person and require lodging until medically released back to their home state or other VA Medical Center. The average stay is between 1 week and 18 months. Rooms should have at least one bedroom, to accommodate veteran and a care giver, as needed.Rooms shall be available Sundays thru Saturday.un-reserved rooms shall be released back to the hotel at 5 p.m. daily. The VA shall not be obligated to pay for rooms that are released back to the hotel on time.All rooms offered shall be non-smoking rooms.the contractor will provide a designated smoking area with proper signage.Rooms shall be fully furnished: One bedroom with a sofa sleeper, Telephone, TV, and fully equipped kitchen to include a microwave, stove and regular refrigerator. Onsite laundry facility required.Hotel needs to be located within a 5-mile radius of restaurants and/or grocery stores. Daily Shuttle service to and from grocery stores or other stores is required.A sampling of the rooms shall be inspected prior to award of the contract. The Medical Center reserves the right to inspect the rooms on an as needed basis.All rooms will be charged at the same rate (per hotel offered, rates not required to be the same for all offered hotels) regardless of the time of/or type of room reservation. **The VA reserves the right to request additional rooms; however, as part of the competitive process, the contractor must propose as part of the offer, any rates above and beyond the daily room requirement. Room rates shall be calculated at checkout time/date. Late Checkouts should be available to the veteran.All bids should list any/all meals provided by the hotel/lodging. State whether they are free or the cost, which meal, and times available.VA Responsibilities:It is the medical centers responsibility to arrange room reservations with the hotel.Reservations for will be communicated by telephone/email/fax by 4 p.m. dailyThe Lodging Coordinator will ensure they complete the monthly invoice review within 3-5 business days of receipt into their e-mail accounts. Any invoicing discrepancies identified will be referred to the Lodging Management Group that same day. Once the issue is resolved, approval for submission will take place. Approval is required before submitting an invoice request. The VA Medical Center shall be responsible for providing any patient information security/PII training as needed. The C & A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.The VA Medical Center shall release unreserved rooms back to the hotel by 5 p.m. daily. VA will be responsible for unreleased unused room fees.The VA Medical Center shall have a process in place to handle complaints from the hotels and/or from the veterans. All complaints shall be referred to the contractor.The VA Medical Center reserves the right to terminate the contract at any time at the convenience of the government.The VA Medical Center shall do a site-visit of the offered hotels prior to award of the agreement.General:The Contractor shall guarantee the Medical Center that there shall be no Blackout Dates on any reserved rooms. Seasonal rate changes are not allowed.All hotel industry standards for health and safety must be met or exceeded. NFPA, ADA, OSHA and all city, county, state ordinances/codes. This shall include all housekeeping regulations.The Veterans upon scheduling an appointment will be informed by SLCVAHCS staff, to immediately call the assigned hotel/motel to verify reservations. The Contractor will hold a room for the Veteran in accordance with their standard reservation process.The Contractor shall allow contracted rooms to be occupied only by specific individuals referred by authorized personnel of the SLCVAHCS. SLCVAHCS will contact hotel to make reservations for transplant veterans. The Veteran is required to contact the hotel before 5 p. m. for any/all late check-ins.Pet friendly accommodation is required. There will be no cost to the veteran; if there is a pet stay fee required by the hotel, it shall be incorporated as a separate line item in the quote. No fees shall be applied to certified service dogs; the veteran will be required to show documentation for certified service dogs. All hotel rules regarding pets shall be complied with by the veteran. Extended Stay: Should additional services be requested by the Veteran (extension of stay) outside of the services authorized by the SLCVAHCS, such services shall be at the expense of the Veteran.If a transplant veteran is admitted to the hospital, their caregiver will continue to stay at the hotel at no extra cost. SLCVAHSC will continue to pay for reservation.Transportation/Parking: The VA nor Veteran shall not be responsible for any parking fees. Multiple daily round trip shuttle service between the airport, the VA Medical Center, the University of Utah Medical Center, and conveniently located grocery stores and restaurants is required for transplant patients from the extended stay lodging(s). Hours of operation from 6:30 a.m. to 6:30 p.m. ADA compliant if possible. Patient Emergency Procedures:In the event of an emergency/non-emergency situation where fire/police/ambulance are called, this information will be communicated to the Lodging Management Group who will inform the SLCVAHCS lodging coordinator(s). The contractor shall also be informed.Timeliness of notification standards:If an emergency- the notification is expected within 2-hours of event.If a non-emergency- the notification is expected, by the close of business, the next day. Damages:Any damage caused by a Veteran will be billed to that individual. The SLCVAHCS assumes no liability with its lodgers other than the contracted room rate.In the event of damage or a disruption, it is the hotel/motel s prerogative to determine if a Veteran will be a future guest. The SLCVAHCS will honor this decision. After the hotel/motel management informs the Veteran of not being welcomed back to their facility, the SLCVAHCS will follow-up with a registered letter informing the Veteran of the hotel decision and SLCVAHCS abiding by that decision. The SLCVAHCS must be notified immediately when any damages have occurred. The damages shall be documented and submitted to the SLCVAHCS; to include pictures.END OF SOW Delivery and acceptance are to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at 500 Foothill Blvd, Salt Lake City, UT 8414852.212-1, Instructions to Offerors--Commercial ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIALAny award made as a result of this solicitation will be made on an All or Nothing Basis.State if quoted items are available and priced through contractors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.Contractors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the contractor making such contact may be excluded from award considerations.All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below.All information shall be confined to the appropriate file. The contractor shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Contractors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Any award made resulting from this solicitation will be made based on the best overall quote that is determined to be the best overall value to the Government, considering (I) Technical Acceptability and (II) Price.Respondents to this announcement shall submit their quote on Contractors Letterhead in accordance with FAR 52.212-1. Submission of quote shall include the following volumes: (I) Technical Acceptability (II) PriceVolume I Technical AcceptabilityThe offeror shall submit a completed Attachment 1, List of Requirements, which details all the technical aspects listed and identified in the Statement of Work.Volume II Price The offeror shall complete the Price Schedule of Supplies/Services of this solicitation, with proposed line item prices inserted in appropriate spaces and detail/itemize the pricing or add additional line items, if applicable. The Government requires contractors to quote unit prices and total prices that are two (2) decimal places. The unit price multiplied by unit quantity must equal the total price for that line item.(End of Addendum to 52.212-1)52.212-2, Evaluation--Commercial Items ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS: Any award resulting from this solicitation will be made based on the best overall quote that is determined to be the overall best value to the Government. Pursuant to FAR 52.212-2, the criteria for evaluation is: (1) Technical Acceptability, (2) Price.Technical Acceptability The Government will evaluate the responses provided to Attachment 1, List of Requirements.� If an offeror marks no to a minimum of one (1) requirement listed therein, the offeror s quote will be excluded from further evaluation and no longer considered for award. Price The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the requirements of the Statement of Work shall not be selected regardless of price. (b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.(c) All Offerors are advised that, in the interest of efficiency, the Government reserves the right to conduct the review in the most effective manner. Specifically, the Government may first sort the quotes of all Offerors by price from lowest price to the highest. Thereafter, the Government will review the Technical Capability of the lowest priced quote only. If the lowest priced Offeror s Technical Capability is determined to be acceptable and meets the requirements, the Government may make award to that Offeror without further reviews of the remaining Offerors Technical Capability. If the lowest priced Offeror s Technical Capability is determined to not meet the requirement, then the Government may review the Technical Capability next lowest priced quote, and so on, until the Government reaches a quote that is determined to meet the Technical Capability requirements.(End of Addendum to 52.212-2)Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with the offer.52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial ItemsFAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference; FAR 52.203-6Restrictions on Subcontractor Sales to the Government (SEPT 2006), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402)FAR 52.204-10Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note)FAR 52.209-6Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) (31 U.S.C. 6101 note)FAR 52.219-8Utilization of Small Business Concerns (NOV 2016) (15 U.S.C. 637(d)(2) and (3));FAR 52.219-28Post Award Small Business Program Representation (Jul 2013) (15 U.S.C 632(a)(2))FAR 52.222-3Convict Labor (June 2003) (E.O. 11755)FAR 52.222-19Child Labor Cooperation with Authorities and Remedies (OCT 2016) (E.O. 13126)FAR 52.222-21Prohibition of Segregated Facilities (APR 2015)FAR 52.222-26Equal Opportunity (SEP 2016) (E.O. 11246)FAR 52.222-35Equal Opportunity for Veterans (OCT 2015) (38 U.S.C. 4212)FAR 52.222-36Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793)FAR 52.222-37Employment Reports on Veterans (FEB 2016) (38 U.S.C. 4212)FAR 52.222-40Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496)FAR 52.222-50Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627)FAR 52.223-18Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)FAR 52.224-3Privacy Training (Jan2017) (5 U.S.C. 552a)FAR 52.225 5Trade Agreements (OCT 2016) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note)FAR 52.225-13Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury)FAR 52.232-34Payment by Electronic Funds Transfer Other than System for Award Management (Jul 2013) (31 U.S.C. 3332)Additional contract requirements or terms and conditions: 52.252-2, Clauses Incorporated by Reference (Feb 1998)This BPA incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ The following FAR clauses are incorporated by reference: FAR 52.204-13 System for Award ManagementThe following FAR clause is incorporated in full text:FAR 52.217-8 Option to Extend Services (NOV 1999)The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 calendar days. The following VAAR clauses are to be incorporated by reference:VAAR 852.203-70 Commercial AdvertisingVAAR 852.232-72 Electronic Submission of Payment RequestsVAAR 852.246-71 Inspection52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998)This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR)The following FAR provisions are to be incorporated by reference: FAR 52.204-16 Commercial and Government Entity Code Reporting (JUL 206)FAR 52.219-6 Notice of Total Small Business Set-Aside.The following VAAR provisions are to be incorporated by reference: The Defense Priorities and Allocations System (DPAS) does not apply.Date and Time offers are due to Tamanica.danford-leaf@va.gov by 4:00pm EST, 12/20/19. Name and email of the individual to contact for information regarding the solicitation:Tica Danford-LeafContacting OfficerAttachment 1 List of Requirements Technical Requirements Yes NoSection 2.aContractor shall provide hotel/lodging facilities to accommodate the number of rooms required in paragraph 3.Section 2.bHave a minimum 3 diamond or 3-star rating from independent originations such as AAA and/ or Trip AdvisorSection 3.a A minimum of thirty (30) rooms per day are required to be reserved for VA veterans.Section 3.b Lodging within 15-mile radius location of the VAMC Section 3.cHotel shall be an extended (long term) stay accommodation.Section 3.d Rooms shall be available Sundays thru Saturday. Section 3.e All rooms offered shall be non-smoking rooms.Section 3.fRooms shall be fully furnished: One bedroom with a sofa sleeper, Telephone, TV, and fully equipped kitchen to include a microwave, stove and regular refrigerator. Onsite laundry facility required.Section 3.gHotel needs to be located within a 5-mile radius of restaurants and/or grocery stores. Daily Shuttle service to and from grocery stores or other stores is required.Section 3.j All bids should list any/all meals provided by the hotel/lodging. State whether they are free or the cost, which meal, and times availableSection 5.a The Contractor shall guarantee the Medical Center that there shall be no Blackout Dates on any reserved rooms. Seasonal rate changes are not allowed.Section 5.b All hotel industry standards for health and safety must be met or exceeded. NFPA, ADA, OSHA and all city, county, state ordinances/codes. This shall include all housekeeping regulations.Section 5.fPet friendly accommodation is required. There will be no cost to the veteran; if there is a pet stay fee required by the hotel, it shall be incorporated as a separate line item in the quote. No fees shall be applied to certified service dogs; the veteran will be required to show documentation for certified service dogs. All hotel rules regarding pets shall be complied with by the veteran. Section 7.a The VA nor Veteran shall not be responsible for any parking fees.Section 7.b Multiple daily round trip shuttle service between the airport, the VA Medical Center, the University of Utah Medical Center, and conveniently located grocery stores and restaurants is required for transplant patients from the extended stay lodging(s). Section 7.cHours of operation from 6:30 a.m. to 6:30 p.m. ADA compliant if possible.
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- Place of Performance
- Address: VA Medical Center;500 Foothill Blvd;Salt Lake City, UT 84148, USA
- Zip Code: 84148
- Country: USA
- Zip Code: 84148
- Record
- SN05511069-F 20191208/191206230251 (samdaily.us)
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